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May 2025 Special Edition - FY2025: Check these deadlines off your list!

Note: This page has been archived as of May 12, 2025.

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May 2025 Special Edition Newsletter Content Overview

  • General
    • Approvals in Workday
  • Accounting and Grants
    • Accounting fiscal year end close deadlines
  • Payments and Procurement
    • Pay/Pro fiscal year end close deadlines checklist

GENERAL

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Approvals in Workday

A fully entered and approved Workday transaction includes all approvals in the workflow. Transactions must be fully approved by the deadlines identified by UW central offices in order to post in FY2025.

To ensure you are capturing all transactions awaiting your approval, review the following resources to make sure your Workday inbox filters are up-to-date:

ACCOUNTING AND GRANTS

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Accounting fiscal year end close deadlines

All correcting entries submitted by June 16, 2025 (end of day), will be processed in FY2025. We will accept requests after that time; however, there is no guarantee the corrections will be processed in FY2025.

What can you do to ensure a smooth sailing fiscal year end close for your unit?

  1. Run the Actuals with Encumbrance Balance R1300.5 report in Workday to identify any needed corrections and submit them to AST as soon as possible. Prior to submitting the request, review your open requests to AST and with your team mates to ensure the corrections are not duplicate requests.
  2. If you have a large EIB cleanup project in the works, we recommend submitting these to us by June 5, 2025. While we can still process any EIB submitted by the June 16 correcting entries deadline, submitting them early will go far in spreading out the workload and the Accounting team will appreciate you even more than we do now.

Lastly, please note that ISDs for June billing are not available for review in Workday until June 30. If a June 2025 ISD entry needs to be corrected, please submit a correcting entry request no later than July 2, 2025 (end of day).

PAYMENTS AND PROCUREMENT

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Pay/Pro fiscal year end close deadlines checklist

Here is a quick and easy checklist of upcoming Payments and Procurement deadlines for FY2025. These dates reflect when AST needs to receive requests to guarantee our team has enough time to process them, gather any additional information, and approve transactions before central Procurement’s year end close deadlines.

To increase our ability to quickly enter transactions, please keep the following in mind when submitting requests:

  • Documentation is complete and legible
  • Information is complete and accurate

AST Deadlines

Upcoming Payments and Procurement Deadlines (for transactions to post in FY2025)

May 16 at 5:00 p.m.
  1. Major Sourcing Events (Procurement deadline: May 16)
    1. To ensure expenditures for any major purchases (RFPs) that do not have existing contracts that are charges to the expiring fiscal year, they need to be fully approved by the department and submitted to Procurement Services by May 16. This is only applicable to funding sources that require being spent by the end of the fiscal year.
    2. Note: Large purchases that do not require an RFP may be placed up to June 2.

May 20 at 5:00 p.m.
  1. Non-catalog Purchase Orders (e.g., BPOs and RQs) (Procurement deadline: June 2)
    1. To ensure expenditures are charged to the expiring fiscal year, requisitions for non-catalog orders need to be fully approved by June 2.
    2. Note: Suppliers must be registered prior to placing an order.
  2. Guest Payments for Foreign Nationals (e.g., honoraria for Foreign Nationals) (Procurement deadline: June 4)
    1. This allows for Procurement Services to receive and process required Foreign National tax documents. This timeline allows for resolving any issues that may arise.
    2. Note: This is separate from the domestic Guest Payments deadline (which has an AST deadline of May 28).

May 28 at 5:00 p.m.
  1. Guest Payments for domestic payees (honoraria) (Procurement deadline: June 17)
    1. This allows for Procurement Services to receive, process, and send required documents to the IRS. This timeline allows for resolving any issues that may arise.
  2. Supplier Invoice Requests (e.g., SQs, paying an invoice to a company) (Procurement deadline: June 16)
    1. Note: Supplier must be registered prior to placing an order.
  3. Catalog Purchase Orders (Procurement deadline: June 10)
    1. To ensure expenditures are charged to the expiring fiscal year, requisitions for non-catalog orders need to be fully approved by June 10.
  4. Travel and Purchase reimbursements for Guests (MPs) (Procurement deadline: June 16)
    1. Note: This AST deadline gives us time to work through large ticket volume.
  5. Travel and Purchase reimbursements for UW employees (ERs) (Procurement deadline: June 17)
    1. Note: This AST deadline gives us time to work through large ticket volume.

June 4 at 5:00 p.m.
  1. Invoices/Credit Memos for Purchase Orders (Procurement deadline: June 13)
    1. All invoices/credits must be approved in Workday by June 13. This includes resolving receiving and match exceptions. These need to be sent to GHX by June 4 at 5:00 p.m.
    2. Note: Please monitor for possible match exceptions.
  2. Match Exceptions Non-Receiving (Procurement deadline: June 13)
    1. Exceptions that are not a result of a missing receipt. For example, the invoice exceeds the PO amount.
    2. Note: This AST deadline gives us time to help get exceptions cleared.

June 6 at 5:00 p.m.
  1. Field Advance Spend Downs (Reconciling Spend Authorizations) (Procurement deadline: June 21)

June 9 at 5:00 p.m.
  1. CTA Verification – Department Travel Card (Procurement deadline: June 16)
    1. Note: AST only approves on behalf of submitters.

June 18 at 5:00 p.m.
  1. Invoice Match Exceptions Receiving (Procurement deadline: June 30)
    1. If goods have been physically received, a receipt needs to be created in Workday. This includes Tango cards or goods line items.
    2. Note: This AST deadline gives us time to help get exceptions cleared.
  2. ProCard Verifications – Department credit card (Procurement deadline: June 30)
    1. To ensure transactions are posted to the June cycle in the expiring fiscal year, we recommend ProCard transactions are fully verified by June 30.
    2. To ensure that requirement is inventoried correctly, the deadline for equipment verification of ProCard transactions is June 30.

June 20 at 5:00 p.m.
  1. Revolving Fund (Procurement deadline: June 20)
    1. To ensure expenditures are charged to the expiring fiscal year, submit revolving fund replenishment request via UW Connect form by June 20.

Please let us know if you have any questions regarding any of these deadlines.

!DecorationOnly!As always, please fill out our General Inquiry Form (preferred) or email teamcas@uw.edu if you have any questions or concerns.

Administrative Support Team

Last Updated: Monday, May 12, 2025